Tips for Planning Your Next Out-of-Town Event | Vue Columbus

Tips for Planning Your Next Out-of-Town Event

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Planning an offsite event requires plenty of preparation. But if you take that event to a different city, the work can seem overwhelming!

Here are three tips to make your job easier when planning an out of town meeting.

Get Detailed with Deliveries

Delivering event necessities to your venue will require some work. Especially if you’re hosting a conference, trade show or other large-scale event – discussing any limitations on what you can send and how you can send it will make for a smoother delivery.

We recommend you discuss these details with your venue:

  • Loading dock access
    • Since not all venues offer a loading dock, make sure your delivery service is compatible with the venue
  • When deliveries are accepted
    • Most venues will accept deliveries during business hours, and cannot offer storage for more than a few days before your event
  • Any limitations on what you can ship
    • Venues may not be able to accommodate large signage or pallets beyond a certain size
  • Plan for shipping materials back
    • Don’t forget to assign someone on your team to pack up materials, label them and coordinate shipping of materials back to your business!

Ask Your Event Coordinator What They Can Take Off Your Plate

Your event coordinator can save you some legwork with recommendations for their favorite hotels, restaurants, transportation providers and area activities. In an unfamiliar city, their expertise can you narrow down the countless options!

Downtown Columbus Ohio Event Venues Conferences

Columbus, Ohio offers outstanding resources and a vibrant culture for your next out-of-town meeting!

At Vue Columbus, the event team can help provide arrangements for hotels, happy hours, dinner reservations, team building experiences and vendor resources for other resources that you might need.

And make sure to discuss what resources your venue provides (e.g. A/V resources, writing materials, snacks) to make your packing lighter. Some event venues may offer a meeting host (like Vue) to assist with room set up, food set up and more!

Take Advantage of Local Experiences & Resources

One of the major perks of a destination meeting, is experiencing a new city!  A local convention and visitors bureau or chamber of commerce will have guides to the area for meeting planners to ensure you have an excellent experience. 

Should you choose our home of Columbus, Ohio for your next event you’ll be headed to:

Through Columbus’ CVB, Experience Columbus, you’ll also have access to a bevy of materials to help with planning. From venue recommendations, to marketing materials to promote your event, special savings for your attendees and event a complimentary trip to help you get to the know the city

And while we’re tooting our hometown horn, let us add that downtown Columbus puts you and your attendees within easy access to cultural resources, amazing shopping, top-notch restaurants and is within a quick drive of the airport.

We would love to host your next event at Vue Columbus! Contact us to get started today.